Articles on: Schedule Planning

Copying and schedule templates

When you lay out a similar schedule week after week, you do not have to plan everything from scratch. The Work schedule tool lets you copy shifts from one period to the next, or save a finished layout as a template and load it again and again. The feature is used by the Manager, the Location Manager, the Advisor and the Organisation Administrator — that is, the people planning the team's work.



Open Work schedule from the left icon bar, then expand the "Copy" menu in the right part of the toolbar.


The Copy menu with the Copy schedule, Save template and Load template options


Caution: The "Copy" menu works only with a single location selected. If the "Location" filter holds several or all locations, narrow the view down to one item first.


Copy schedule


With this option you move shifts from a chosen period to another, future period — without recreating the whole schedule by hand.


  1. Expand "Copy" and choose "Copy schedule".
  2. In the "Copy work schedule" window point to the period in the "copy shifts from" field and the target period in the "copy shifts to" field.
  3. Decide on the "Skip shifts in case of conflicts" switch (the details are below).
  4. Click "Save" — a summary appears with the number of shifts added, skipped and those that went into the "Unassigned" row.


The Copy work schedule window with the copy shifts from, copy shifts to fields and the conflict-skipping switch


How conflict skipping works


  • Switch on — shifts that clash with the target schedule are skipped (they will not be added).
  • Switch off — shifts clashing for a given employee go into the "Unassigned" row, from where you assign them later by hand (Edit → Employee) or automatically through "Generate" → "Assigning unassigned shifts".


A conflict means approved requests only (for example approved leave) and published shifts. A request that has not been reviewed and an unpublished (draft) shift do not block copying.


Remember: You can only copy a schedule to a future period. If the period you point to has already started, the system will tell you and the copy will not go through.


Save template


A template is a saved schedule layout you can use for any future period — for example a holiday layout, a festive one or one with seasonal staff.


  1. Expand "Copy" and choose "Save template".
  2. Enter a name and a description for the template so you can recognise it easily later.
  3. Click "Save".


The Save template window with the name and description fields


Remember: A template saves a range of a week, 2 or 4 weeks — depending on the view window you chose. You cannot save a monthly view as a template.


Load template


Loading applies a saved template to the current schedule view.


  1. Set the view to the future, not-yet-started period you want to apply the template to.
  2. Expand "Copy" and choose "Load template" — a list of saved templates appears.
  3. Select a template and click "Load", then choose the way of loading:


The Load template window with the list of saved templates


  • Load everything — recreates the schedule exactly as in the template; shifts assigned to employees go back to those people, and clashing ones (for example with approved leave) go into the "Unassigned" row.
  • Load into unassigned — every shift from the template lands in the "Unassigned" row, from where you distribute them yourself.


Caution: You can only load a template onto a future, not-yet-started period. As with copying, a conflict means approved requests and published shifts only — a request that has not been reviewed does not block loading.


Once the template is loaded, make any corrections and publish the schedule with the "Publish" button so the shifts reach the employees.


Tip: Want the system to plan the shifts from a saved layout rather than just copy it? See [Automatic schedule from templates](Grafik automatyczny na podstawie szablonów).

Updated on: 07/08/2026

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